Office Coordinator

Job Title: Office Coordinator

Department: Administrative

Reports To: Director of Operations and Finance

FLSA Status: Non-Exempt

Vanteon is seeking an Office Coordinator to join our team. The position will support the Director of Operations and Finance with day-to-day activities across several different areas, including but not limited to purchasing, marketing, accounting, employee events, and other administrative areas.

The following is a list of expected duties to be involved in this position; this is not fully inclusive, and other duties will likely be assigned:

• Greet and assist visitors, customers, vendors, and applicants in a professional manner.
• Answer, screen, and direct incoming phone calls.
• Manage incoming and outgoing mail, packages, and courier services.
• Maintain conference rooms and common areas to ensure a clean and professional appearance.
• Coordinate office supplies, kitchen supplies, and equipment; place orders as needed.
• Assist with travel arrangements, meeting logistics, and event coordination.
• Provide administrative support to management and various departments.
• Assist with special projects and other administrative duties as assigned.
• Assist with employee recognition activities and company events.
• Process purchase requisitions and office-related purchases.
• Assist with vendor setup and maintaining vendor records.
• Match invoices with purchase orders and supporting documentation.
• Assist with expense report administration.
• Coordinate office service contracts and vendor relationships.
• Serve as the primary contact for building management and office vendors.
• Coordinate office maintenance and repair requests.
• Monitor office security, badges, keys, and visitor access.
• Help maintain safety supplies and emergency preparedness materials.
• Coordinate new employee workstation setup with IT.
• Assist with issuing and collecting company equipment.
• Assist with preparing customer proposals and presentation materials.
• Coordinate customer visits and meetings.
• Maintain customer contact information.
• Support marketing and promotional activities.
• Maintain confidentiality of sensitive company information.
• Identify opportunities to improve office processes and efficiency.
• Support company meetings, employee events, and training sessions.
• Perform other duties as assigned.

None

Soft Skills

• Outgoing and professional demeanor in verbal and written communications
• Ability to learn, work, and solve problems independently
• Should be a proactive self-starter and be able to anticipate the needs of other team members

Technical Skills

• Detail-oriented person
• High degree of proficiency using Microsoft Office programs (Word, Excel & PowerPoint)
• Independent research skills and confidence to present results

There is no specific education or experience requirement. We are willing to train/develop an individual who can demonstrate the appropriate soft skills. An Associate's degree in a relevant field of study, or equivalent experience or prior experience in a similar role, would be helpful.

This is an in-office position. Expected working hours are Monday to Friday, 8:00 am to 5:00 pm, with a 1-hour lunch. Normally 40 hours per week, with possible overtime in certain circumstances.

A valid current driver's license is required to perform the essential duties and responsibilities of this position.

Must be able to travel locally as needed to perform some duties (i.e., picking up breakfast/lunch or office supplies locally).

Although minimal, some circumstances may require a weekly commitment above 40 hours or hours outside of regular business hours.

Prolonged periods sitting at a desk and working on a computer

Be able to perform low to moderately strenuous physical activities requiring standing, walking, and reaching.

Must be able to lift up to 15 pounds at times.

The physical demands described above represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Vanteon Corporation provides equal employment opportunities to all employees and applicants for employment. It prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender…